PURPOSE:Provide comprehensive administrative and operational support to the IWMI-Pakistan office under the direction of the Country Representative and in consultation with relevant departments at IWMI HQ. DUTIES AND RESPONSIBILITIES:• Support the Country Representative to manage the IWMI-Pakistan office including recommendation and implementation of policies and processes, develop/maintain and update administrative procedures, develop and maintain record/filing systems, ensure effective customer interface for visitors, and coordinate workshops, conferences, etc.• With the support of the Human Resources Department at headquarters, assist the Country Representative in managing the HR functions such as recruitment/selection, induction/settle-in process for new staff including related logistical support, administration of salaries and benefits, labor relations, performance appraisals, contract management, and be the custodian of national staff personal files.• Assist expatriate staff in securing suitable accommodation and suitable rental contracts.• Assist the Country Representative in interactions with relevant government departments for appropriate visas and vehicle registration/deregistration.• Oversee the IT function and be responsible to ensure the provision of adequate level of IT support.• Manage the office space and environment including the supervision of cleaning, security & transport.• Oversee the work of other support staff to ensure that research staff have adequate administrative support, ensure the smooth functioning of travel arrangements and other logistics for special events such as workshops, meetings, seminars, etc.• Be the point of contact with the HQ training officer on all training activities and coordinate approved training activities for IWMI-Pakistan staff.

Day to Day Engagement With TL, Experts and other project stakeholders• Support Experts and EY team in hiring of Experts / Junior Associates including (support in finalization of TORs, collection of CVs, applying initial filers to CVs, support in contract negotiations, BRET approvals etc.)• Support K/NK Experts in preparation of Activity Request Forms (ARFs) for events/project activities to seek timely approval from EUD• Procurement (including quotation collection, prepare comparative statements etc.)• Vendor Management (including negotiation, contracting / PO, BRET approvals etc.)• Payments to Vendors• Vendor Supervision• Monitoring of activity level expenditure with approved ARFs• Coordinate with TL, Experts, EY and other stakeholders (including MoHR) to action requested project tasks.Periodic Records / Reports• Timesheet and invoicing / payment of experts• Monthly Timesheet Summary• Per diem – experts• Per diem – Government staff• Attendance records for TL and each Expert• Support to TL, Experts and EY in project related Reporting including monthlies, bi annual project progress reports, financial reports etc.• Audit of projects fundsOther Day to Day Project Office Affairs• Maintain the necessary documents for each activity• Office maintenance / cleanliness supervision• Supervision of driver and officer boy• Preparing request for any repair and maintenance required• Any other task assigned by TL / Experts and EY Team Management

Responsible for
• Office building premises that includes:
– Security Agreement (including Secure Transportation Services Agreement)
– Lease Agreement
– Office Generator
– Furniture & Fixtures
– Air conditioning & Heating
– Parking area management
• Manage purchasing of supplies and keeping inventory, filing system, courier services, photocopying etc. (follow Procurement Rules)
Additional Responsibility
• Supervising the Project Accountant and ensure the following is practiced efficiently & effectively;
– Follow-up with the Project Accountant work:
 Financial management of the PA2J project is carried out conveniently supported by preparing / developing various MS Excel tables encompassing the details in an articulate manner
 All receipts are kept, relevant descriptions and complete set of supporting documents should be available with the processed payments
– Project Works:
 Making payments to the Local Experts
 Over-head project office costs that carries all types of utility bills etc. on monthly basis
 Salaries of the staff of PA2JP
 All expenses needed to run the office on monthly basis
• Front Desk Office
– Receiving office visitors and callers in a professional manner
• Answering phones
– Logging information on calls received and maintain detailed and accurate records
• Secretarial tasks
• Manage positive relationship with wide range of vendors and service providers
• Undertake other tasks reasonably assigned by the Team Leader and Project Director

Project Administration & Logistics
• Documentation filing, archiving, maintenance, preparation and distribution
• Arrange meetings with wide range of stakeholders; accompany the Team Leader and Key Experts at meetings if needed
• Organize and follow-up for smooth execution of events / workshops / seminars / trainings

• Arrange general insurance of Fixed Assets. Manage the Fixed Assets of WWF-Pakistan; obtain quotes from different insurance companies for obtaining insurance of Fixed Assets of WWF-Pakistan. Review market value of various moveable and immovable Fixed Assets in consultation with the Finance and IT Departments to determine the insurable amount of assets.
• Coordinate meetings of the Employees Welfare Fund, Education Fund and Medical Fund. Collect applications / supporting information, prepare and circulate minutes, and facilitate payments.
• Maintain records of WWF-Pakistan buildings which include drawings, ownership documents and other related documents. As a Secretary of Building Committee, arrange meetings and invite architects and contractors. Collect and compile details enabling the Building Committee to make decisions. Supervise the construction activity.
• As a Secretary of the Legal Committee, coordinate the meetings and follow-up on action points. Interact with Government and other institutions and legal advisors nominated both by WWF-Pakistan and WWF International with regard to Intellectual Proprietary Rights.
• As focal person for the Procurement Guidelines ensure its implementation. Also perform duties as a Member of the Central Procurement Committee.
• Obtain quotes from different insurance companies for obtaining Group Medical / Health Insurance of all staff (with family i.e. spouse & children) of WWF-Pakistan. Prepare comprehensive analysis and get it approved by the Senior Director Operations prior to its finalization.
• Issue visa endorsement / support letters / NOCs on behalf of senior most WWF-Pakistan staff: this task required extremely high efficacy, understanding of staff requirements and use of resources to meet very difficult deadlines. Also processed official invitation letters for WWF Network officials and dignitaries by communicating with relevant Embassies and Government Agencies / Offices.

Responsibilities include:
• Ensure effective compliance of Occupational Health & Safety policy.
• • Liaison with WWF offices / departments in case of any damage / loss to WWF assets to obtain reports / documentation. Follow up with the insurance companies for the settlement of claims.
• Coordinate meetings of the Employees Welfare Fund, Education Fund and Medical Fund. Collect applications / supporting information, prepare and circulate minutes, and facilitate payments.
• Maintain records of WWF-Pakistan buildings which include drawings, ownership documents and other related documents. As a Secretary of Building Committee, arrange meetings and invite architects and contractors. Collect and compile details enabling the Building Committee to make decisions. Supervise the construction activity.
• As a Secretary of the Legal Committee, coordinate meetings and follow-up on action points. Interact with Government and other institutions and legal advisors nominated both by WWF-Pakistan and WWF International with regard to Intellectual Proprietary Rights.
• As focal person for the Procurement Guidelines ensure its implementation. Also perform duties as a Member of the Central Procurement Committee.
• Obtain quotes from different insurance companies for obtaining Group Medical / Health Insurance of all staff (with family i.e. spouse & children) of WWF-Pakistan. Prepare comprehensive analysis and get it approved by the Senior Director Operations prior to its finalization.
• Issue visa endorsement / support letters / NOCs on behalf of senior most WWF-Pakistan staff: this task required extremely high efficacy, understanding of staff requirements and use of resources to meet very difficult deadlines. Also processed official invitation letters for WWF Network officials and dignitaries by communicating with relevant Embassies and Government Agencies / Offices.